All posts

AI and the future of bid writing

From customer service automations to maintaining clinical documentation and providing real-time data analysis, AI is actively reshaping how organisations design, deliver and monitor services across all industries and sectors.

The bid and tender writing sector is no different. For some, the kneejerk reaction might be fear and trepidation: would using AI and large language models be punished by loss of marks or a submission being disqualified? Or might AI ‘hallucinate’ content, which then forms a formal obligation in the ensuing contract?

However, messaging from central government has been more encouraging. Rather than seeking to eliminate AI from the procurement process, the government has aimed to encourage suppliers and purchasing organisations alike to safeguard against potential risk – for instance, through the implementation of PPN 017 – whilst still capturing the numerous benefits that AI can bring to the process.

Risks to AI-assisted bid writing and mitigation measures

When harnessed correctly, the technology is powerful and can undoubtedly introduce efficiencies and improve outcomes, both for bidders and for buyers.

However, no large language model yet possesses the maturity, situational awareness or context to operate without oversight from a bid professional.

Risk Mitigation measures
Hallucination: generating plausible, but factually incorrect content, resulting in weaker responses, or contractually binding commitments  Fact-checking from a bid professional and/or subject matter expert, verifying outputs for accuracy regarding proposed commitments and methods, case studies, accreditations and KPI performance.
Confidentiality and data security: uploading sensitive information and breaching procurement rules, resulting in disqualification. Checking tender guidance on the use of AI, alongside implementing mandatory redacted document versions and using closed platforms with enterprise-level security.
Generic content: multiple bidders relying on the same AI models, leading to highly similar submissions, suspicions of plagiarism and potential disqualification. Incorporating ‘win themes’ and key differentiators, in addition to client-specific nuances and delivery insight based on human experience and expertise of service delivery and the client’s expectations; and using agentic workflows designed to create detailed responses that stand out from the crowd

Most risks can be effectively eliminated by combining the power and efficiencies of AI with the expert oversight of an experienced bid professional.

When is AI-assisted bid writing suitable to be used?

The most successful bidders don’t follow a ‘one-size-fits-all’ approach. AI can be used to drive efficiencies, increase quality and reduce bidding costs – but raw AI output alone cannot be relied upon for a high-quality, detailed submission. Instead, you should consider which points in the process it adds the most value to, and which points in the process benefit most from human oversight.

When used sensibly, AI can support with:

  • Researching the tender documents and analysing information which would then be used to tailor responses to buyers’ needs, as well as extracting key information to guide your ‘bid/no-bid’ decision
  • Initial drafts: structuring content and building a first-draft response, which an experienced tender writer or bid professional can enhance further through additional prompts or manual edits
  • Quick edits and refinement to large responses, such as removing repetition or reducing word count to meet specified word limits.

Ultimately, AI supports thinking and procedural elements of the bid process, rather than substituting a skilled professional.

How AI can be integrated sensibly into a bid writer’s toolkit

Instead of thinking of AI as the end-to-end solution for bidding, the most successful bidders see it as another tool in their toolkit. Integrating it successfully into a wider bid process means:

  • Robust prompt engineering and design, drawing on bidding expertise to identify the prompts that will deliver the best results – or, better yet, building an agentic workflow that captures that expertise at every stage
  • Assigning an experienced bid professional to review, vet and build upon the AI-generated drafts
  • Supplementing the model’s knowledge with information about your organisation, the opportunity and your unique proposals for service delivery
  • Training and governance around the use of AI assistance when preparing a bid, including document control, acceptable use and data handling processes.

With AI bid writing to support the creation of first drafts, the role of a tender writer becomes more focused on the aspects of tendering which really matter – applying key differentiators, strengthening responses, and ensuring submissions stand out from the crowd.

Technologies are advancing quickly, adoption is increasing and buyers are sending positive signals towards AI integration within procurement. Suppliers who do no adopt AI and large language models into workflows – sensibly and with safeguards – may soon be at a competitive disadvantage.